Operations and project administrator

The Operations and Project Administrator will be responsible for providing comprehensive administrative support across various operational and project functions. The ideal candidate will be detail-oriented, organized, and capable of managing multiple tasks in a fast-paced environment.

Directly supervises

• None

Directly Reports To

• APAC Operations Manager / Project Manager

Along with

• Project and Field Teams

Internal Relationships

• APAC Operations Manager, Technical Manager, Project Manager, Project Engineer

External Relationships

Main Responsibilities

• Raise and process purchase orders for the region in accordance with company policies.
• Monitor purchase orders to ensure timely delivery and receipt of goods and services.
• Coordinate with suppliers and internal teams to resolve any purchase order discrepancies.

• Support the finance and operations teams with AX-related queries and tasks.
• Ensure data accuracy and integrity within the AX system.

• Manage visa application processes for team members, ensuring all documentation is accurate and submitted on time.
• Liaise with external agencies and government bodies to track visa application status.
• Keep team members informed of their visa status and provide assistance where needed.

• Provide administrative support to project teams with purchasing-related tasks.
• Assist in sourcing and procurement activities, including vendor selection and negotiation.
• Maintain records of purchasing activities and ensure compliance with company procurement policies.

• Assist with other administrative duties as required, including scheduling meetings, preparing reports, and maintaining records.
• Support the operations team with ad-hoc tasks and projects as needed.

• Manage the document control process, ensuring all project documentation is correctly filed, stored, and easily accessible.
• Maintain version control of documents and ensure compliance with company and regulatory standards.
• Distribute documents to relevant stakeholders as required.

• Organize and coordinate internal and external kickoff meetings, including scheduling, preparing agendas, and distributing meeting materials.
• Record and distribute meeting minutes, track action items, and follow up on outstanding tasks.
• Ensure smooth communication and collaboration between all meeting participants.

Individual Quality and Safety Responsibilities:

• To comply with STATS and Client quality, safety and environmental management systems and procedures at all times.
• Ensure all accidents/incidents/near misses/hazards are immediately reported to the QHSE team.

Qualifications

• Education: High school diploma or equivalent; a bachelor’s degree in business administration or a related field is preferred.
• Experience: Minimum of 2 years of experience in an administrative role, preferably in operations or project management.
• Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and experience with Microsoft AX (Dynamics) or similar ERP systems.
• Communication: Strong verbal and written communication skills.
• Organization: Excellent organizational skills with the ability to manage multiple tasks and deadlines.
• Attention to Detail: High level of accuracy and attention to detail.
• Teamwork: Ability to work collaboratively with various teams and departments.

Personal Qualities

• Possess excellent management skills.
• Possess excellent communication skills.
• Good mechanical aptitude.
• Good interpersonal skills and the ability to communicate effectively at all levels.
• Ability to motivate self and others.
• Ability to work under pressure while maintaining a professional and effective solution to STATS clients and customers.
• Ability to meet and exceed client expectations.
• The ability to work under pressure whilst achieving maximum productivity, safety and cost effectiveness.